Agenda Item
i. ITB No. 22-497 Custodial Supplies Contract Award (Not to exceed $2,000,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the Custodial Supplies Bid 22-497 as per the attached Bid Tabulation and its recommended awarded vendors.
Why: This bid will allow for the timely and cost-effective purchase of custodial supplies to provide for a clean and safe learning environment.
Details: In an effort to provide access to a broad spectrum of custodial supplies at the best possible price that may be purchased over the course of a year from multiple vendors, a formal Invitation to Bid for Custodial Supplies was issued on September 16, 2021 through the Purchasing Department. Bids were received on October 19, 2021 from 20 (twenty) firms and 17 (seventeen) were deemed responsive to the requirements of the solicitation by the Purchasing Department. (See attached Sourcing Efforts Memorandum). This bid includes three (3) one (1)-year renewal options through 2025.
The Facilities Department reviewed the 17 (seventeen) bids and deemed 15 (fifteen) to be responsive and awarded to the vendor with the lowest responsive fixed price per item that met all required specifications. In the event the lowest awarded vendor is unable to fulfill their contract, the 2nd lowest price vendor will be used (See the attached Bid Tabulation and Recommendation List). The next lowest bidder’s price must remain the same as originally bid and remain firm for the duration of the contract.
Financial impact: It is anticipated that the cost for these services may exceed $2,000,000 within a fiscal year and will be allocated from General Operations funds code 100.2600.561000.00011.7520.9990.8013.040.0000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475
Mr. Keith Singleton, Director of Business Services, Division of Operations, 678.676.1422
Status: Approved by General Counsel
September 28, 2023
VIA EMAIL: tmcleod@buckeyeinternational.com
Buckeye-Atlanta
1455 Oakbrook Dr. Suite 200
Norcross, GA 30093
ATTN: Travis McLeod, Manager
Reference: Bid No. 22-497, Custodial Supplies
Dear Mr. Travis McLeod:
As a result of the excellent service provided by Buckeye-Atlanta, the DeKalb County School District (“DCSD”)
desires to renew the award of the items listed below on Bid No. 22-497, Custodial Supplies for one (1) year on the
same terms, conditions and pricing as stated in the bid on the items listed below. The purpose of this letter is to obtain
Buckeye-Atlanta’s acceptance of DCSD’s offer to renew the award of Bid No. 22-497.
Primary Award Item No.: Group 1 - #1, #2 & #3 only; Group 3 - #2 only; Group 4 - #1 only
Group 7 - #1 only; Group 10 - #1 & #2 only.
Secondary Award Item No.: Group 1 - #6 only; Group 2 - #6 & #10 only; Group 3 - #9 only.
The renewal is subject to the DeKalb County Board of Education’s (“Board”) approval and will be effective from
March 13, 2024, through March 13, 2025. Of course, we will notify you once the Board has approved the renewal.
DCSD appreciates Buckeye-Atlanta’s consideration of this offer to renew the award of Bid No. 22-497.
If accepted, please submit a copy of your company’s proof of insurance reflecting the coverage(s) stated within the
original solicitation document, sign the acceptance below and email both documents to
solicitationquestions@dekalbschoolsga.org no later than Thursday, October 5, 2023. Insurance policy or policies
must be maintained throughout the term of this agreement. A copy of the insurance requirements is included.
Best regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS/smg
c: Mr. Keith Singleton
Mr. Kelvin Thornton
ACKNOWLEDGMENT
Buckeye-Atlanta hereby accepts DeKalb County School District’s offer to renew the award of Bid No. 22-497
Custodial Supplies at the same prices, terms, and conditions as the original award, until March 13, 2025. Buckeye-
Atlanta understands that this acceptance is subject to the approval of the DeKalb County Board of Education.
______________________________________ 10-5-23
________________________
Authorized Signatory Date
Travis McLeod
______________________________________ Manager
________________________
Name (Typed or Printed) Title of Authorized Signatory
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org